Portable_Equipment_Maintenance_&_Repair_Services.pdf

County of Orange, OC Waste & Recycling

Invitation for Bid for Portable Equipment Maintenance & Repair Services

IFB # IFB-299-3073603-JDW

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

OC Waste & Recycling

PROCUREMENT SERVICES

601 N. Ross St.

Santa Ana, CA

92701

Date: Thursday, June 4, 2026

INVITATION FOR BIDS

FOR: PORTABLE EQUIPMENT MAINTENANCE & REPAIR SERVICES

BID MUST BE RECEIVED BEFORE:

June 30, 2026 / 1:00 pm

IFB # IFB-299-3073603-JDW

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

A - Model Contract - IFB-299-3073603-JDW - Portable Equipment Maintanence and Repair Svcs

County of Orange IFB

OC Waste & Recycling - Portable Equipment Maintenance & Repair Services, IFB-299-3073603-JDW

SECTION 1. General Information

1.1 BACKGROUND

The County of Orange, OC Waste & Recycling (OCWR), currently operates three (3) active landfills: the Olinda Alpha Landfill (North Region primary landfill) in the City of Brea, the Prima Deshecha Landfill (South Region primary landfill) in the City of San Juan Capistrano, and the Frank R. Bowerman (FRB) Landfill (Central Region primary landfill) adjacent to the City of Irvine. Additionally, OCWR manages twenty (20) closed landfills that require ongoing maintenance and monitoring. Integral to these operations is the use of portable equipment, which must be properly maintained to ensure reliability and operational readiness. All OCWR active and closed landfills utilize OCWR-owned equipment, currently maintained by independent mechanics, with operators provided by the County at each site.

1.2 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent

(DPA), OCWR Purchasing, via the County’s online biding system.

1.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Tuesday, June 23, 2026 before 1:00 pm.

1.4 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question &

Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, OCWR Purchasing, ocwrpurchasing@ocwr.ocgov.com, will provide all official communication concerning this IFB.

1.5 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

1.6 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District Donald P. Wagner, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Vendor Responses.

2.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the solicitation deadline. If you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

mailto:procurement-support@opengov.com

2.4 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of

Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

2.5 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

2.6 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid.

If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

2.7 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the

Contract.

2.8 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors are required to submit a 587/590 Form.

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 SAFETY DATA SHEETS (SDS)

The Contractor is required to provide a completed Safety Data Sheet (SDS) for each hazardous substance provided to the County under the Contractor’s Contract with the County. This includes hazardous substances that are not directly included in the Contract, but are included in the goods or services provided by the Contractor to the County. The provision of the SDSs must be in accordance with the requirements of California Labor Code Sections 6380 through 6399, General Industry Safety Order Section 5194, and

Title 8, California Code of Regulations. The SDSs for each substance must be sent to the place of shipment or provision of goods/service.

2.16 CONTRACTOR SAFETY

Contractor shall comply with the County’s Safety and Loss Prevention Policy and Procedure#306

(“Contractor Safety Responsibilities”) and submit a copy of their Injury and Illness Prevention Program

(IIPP) and Contractor Safety-Activity Checklist to the County’s Project Manager prior to the start of any work performed under the Contract. Contractor will notify County Project Manager of any revisions to the

Safety-Activity Checklist and will provide a new Safety-Activity Checklist upon County request. The IIPP shall comply with California Code of Regulations, Title 8, Section 1509 or 3203(whichever applies).

Contractor shall submit other safety programs that pertain to the type of job that will be performed on site.

County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this Contract.

2.17 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

2.18 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 3. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to OCWR Purchasing at ocwrpurchasing@ocwr.ocgov.com, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent (DPA), OCWR Purchasing at ocwrpurchasing@ocwr.ocgov.com, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, OCWR Purchasing at ocwrpurchasing@ocwr.ocgov.com, no later than five (5) business days after the Notice of Solicitation Ranking Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of

Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement

Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 4. Scope of Work

4.1 PORTABLE EQUIPMENT MAINTENANCE & REPAIR SERVICES SCOPE OF

WORK

A. REQUIRED SCOPE OF SERVICES

1. Monthly Maintenance and Inspection Services

2. Preventative and Predictive Maintenance (PM and PdM) Services

3. Corrective Maintenance (CM) Services

4. Corrective Maintenance Authorization

5. Miscellaneous Support Services

6. Emergency Services

7. Equipment Parts

8. Safety and Equipment Training

9. Equipment Location

10. Routine Equipment Status Update Meetings

11. Spare Parts Management and Inventory Tracking

12. Warranty, Warranty Management, and Responsibilities

B. CONTRACTOR SERVICE REQUIREMENTS

1. Vendor Qualifications and Service Requirements

2. Work During Non-Operational Hours

3. Subcontracting

4. Contractor-Supplied Equipment and Tools

5. Equipment Inspection

6. Conditions of Performance

ATTACHMENT A - SCOPE OF WORK – Portable Equipment Maintenance & Repair Services For OC Waste & Recycling Regional Landfills

C. BACKGROUND

The County of Orange, OC Waste & Recycling (OCWR), currently operates three (3) active landfills: the Olinda Alpha Landfill (North Region primary landfill) in the City of Brea, the Prima Deshecha Landfill (South Region primary landfill) in the City of San Juan Capistrano, and the Frank R. Bowerman (FRB) Landfill (Central Region primary landfill) adjacent to the City of Irvine. Additionally, OCWR manages twenty (20) closed landfills that require ongoing maintenance and monitoring. Integral to these operations is the use of portable equipment, which must be properly maintained to ensure reliability and operational mailto:CPOAppeals@ocgov.com readiness. All OCWR active and closed landfills utilize OCWR-owned equipment, currently maintained by independent mechanics, with operators provided by the County at each site.

The current operating hours at OCWR's active landfills are Monday through Saturday, with varied schedules. Olinda Alpha Landfill (OAL), the primary landfill for the North Region, operates under a Memorandum of Understanding (MOU) with the City of Brea, which may impose restrictions on operating and maintenance time frames. Olinda Alpha Landfill operates Monday through Saturday from 6:00 AM to 7:00 AM for transfer trucks only and from 7:00 AM to 4:00 PM for commercial haulers and the general public. Frank R. Bowerman (FRB) Landfill, the primary landfill for the Central Region, operates under a Memorandum of Understanding (MOU) with the City of Irvine, which may impose restrictions on operating and maintenance time frames. Frank R. Bowerman (FRB) Landfill is open Monday through Saturday from 7:00 AM to 4:00 PM exclusively for commercial haulers, with an additional hour from 4:00 PM to 5:00 PM designated for transfer trucks only. Prima Deshecha Landfill, the primary landfill for the South Region, operates under a Memorandum of Understanding (MOU) with the Cities of San Juan Capistrano and San Clemente, which may impose restrictions on operating and maintenance time frames. Prima Deshecha Landfill operates Monday through Saturday from 7:00 AM to 5:00 PM and is open to both commercial haulers and the general public.

Hours of operation at all landfills are subject to change upon immediate notice, and the Contractor shall adjust to any changes in operating hours at no additional cost to OCWR. The active landfills are closed on Sundays and the following six major holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

D. REQUIRED SCOPE OF SERVICES

The Contractor shall provide a fully operational and maintained fleet of portable equipment, owned by

OCWR, for use by OCWR equipment operators, regardless of primary location. Contractor shall be committed to making all portable equipment available for use by OCWR personnel with the least amount of disruption to operations. Maintenance services provided by the Contractor shall include routine maintenance, preventive maintenance (PM), predictive maintenance (PdM), corrective maintenance (CM), and other miscellaneous services. All PM, PdM, and CM activities shall be performed according to original equipment manufacturer (OEM) specifications. Maintenance services must be planned and scheduled accordingly, except in the case of urgent or emergency work authorized by the OCWR Contract

Administrator or designee.

Refer to Attachment C – OCWR Current Landfill Support Equipment List for a list of the portable equipment currently owned and operated by OCWR. The equipment inventory is subject to change throughout the term of the Contract as equipment may be added, replaced, transferred, or surplused at

OCWR’s discretion. OCWR does not guarantee the continued use, inclusion, or quantity of any specific equipment identified in the attachment.

Contractor shall have dedicated service truck(s) that carry all necessary equipment and materials for

Contractor personnel to complete services as described in the Scope of Work. Contractor is expected to work on location during assigned landfill’s standard operational hours, while also being available to respond to non-operational hour call-out requests.

1. Monthly Maintenance and Inspection Services

Portable equipment shall receive routine monthly maintenance and inspection services. Monthly service is critical to sustaining the safe and productive operation of portable equipment in the landfill environment.

Services shall be provided by the Contractor to maintain the OCWR portable equipment fleet in a reliable operating condition.

The Contractor shall coordinate with the Contract Administrator or designee and landfill operations to establish a routine monthly maintenance schedule for each of the three active landfills in order to minimize operational disruptions. These service intervals shall also be used to perform any maintenance tasks required in accordance with applicable OEM recommendations.

Routine monthly maintenance inspections shall include, but are not limited to, the following:

1. Perform a general visual inspection of the unit for damage, wear, corrosion, or missing components

2. Verify proper operation of the equipment under normal working conditions

3. Perform all manufacturer-specified or recommended preventive maintenance services

4. Inspect and document fluid levels, including fuel, engine oil, hydraulic oil, and coolant, and top off as needed

5. Check for fluid leaks, including fuel, oil, coolant, and hydraulic systems

6. Inspect hoses, belts, fittings, and connections for wear, cracking, or looseness

7. Inspect and service air filters, fuel filters, and other applicable filters

8. Inspect electrical systems, including wiring, terminals, battery condition, and connections

9. Test battery voltage and charging systems; clean terminals as needed

10. Verify proper operation of lights, indicators, alarms, and safety devices

11. Inspect tires, wheels, and lug nuts for condition and proper inflation

12. Inspect structural components, frames, welds, and mounting hardware for integrity

13. Lubricate all required grease points in accordance with manufacturer recommendations

14. Inspect and test control panels, displays, and operator interfaces

15. Verify proper operation of pumps, compressors, generators, and associated components, as applicable

16. Inspect solar panels, charge controllers, and battery systems on solar units

17. Inspect fuel systems, tanks, and lines for integrity and proper function

18. Inspect and test braking systems and tow components, where applicable

19. Inspect safety equipment, including fire extinguishers, guards, and emergency shutoffs

20. Clean equipment as needed to ensure proper operation and visibility of components

21. Record runtime hours or usage metrics, where available

22. Document all findings, deficiencies, and recommended repairs

23. Identify and report any conditions requiring corrective maintenance or immediate attention

The Contractor shall document all Monthly Maintenance and Inspection Services performed and shall generate a service report for each unit serviced. The format and structure of the service report shall be developed and maintained by the Contractor; however, it must, at a minimum, clearly identify the equipment serviced, date of service, location, technician performing the work, runtime hours (if available), a summary of services performed, inspection results, identified deficiencies, and any recommended or required corrective actions.

Service reports shall be provided to the OCWR Contract Administrator or designee in a timely manner following completion of each service and shall be maintained by the Contractor as part of the official maintenance record for each unit. All documentation shall be clear, complete, and sufficient to support maintenance history tracking, performance evaluation, and audit review.

The Contractor shall always maintain adequate inventory of parts and consumables necessary to perform all monthly scheduled maintenance services.

If at any time, the Contractor identifies a condition that renders the equipment unsafe to operate or likely to cause further damage if operated, the Contractor shall immediately coordinate with Site Safety and Operations to communicate the condition. The Contractor shall red tag the unit and remove it from service until appropriate repairs have been completed and the equipment is deemed safe for operation.

2. Preventative and Predictive Maintenance (PM and PdM) Services

Preventive Maintenance (PM) refers to routine maintenance activities performed on equipment based on run hours or calendar days to ensure reliable and safe operation. Predictive Maintenance (PdM) utilizes advanced techniques for condition monitoring to reduce catastrophic failures and minimize significant equipment downtime.

OCWR will compensate the Contractor for PM and PdM tasks strictly based on the time and material costs associated with the maintenance activities . The Contractor is responsible for providing and ensuring the availability of all necessary equipment, tools, personnel, parts, supplies, materials, and labor required to perform PM and PdM tasks. If a repair need is identified during the execution of PM or PdM tasks, the

Contractor shall document the issue and use sound judgment to determine whether immediate corrective action is warranted. To limit equipment downtime and return assets to operations as quickly as possible, the Contractor is authorized to proceed with minor repairs without prior approval, provided the total cost of the repair, including part and labor does not exceed $1,500 per occurrence.

For repairs anticipated to exceed $1,500, or for repairs that may significantly impact equipment availability, safety, or long-term performance, the Contractor shall promptly notify and consult with the Contract

Administrator or designee. While the full scope or cost of such repairs may not be immediately known, timely communication and documentation are expected to support coordinated decision-making.

Each PM and PdM task must be reported to the OCWR Contract Administrator or designee and include the following details:

i. Equipment Information: OCWR asset number, unit number, and description.

ii. Task Details: The title and description of the PM/PdM task.

iii. Summary of Work: A summary of the tasks performed, including any recommendations.

iv. Activity Timing: The date, time, and machine hours at the start of the maintenance activity.

v. Labor Details: The number of technicians and labor hours required.

vi. Parts Details: Proposed parts, part numbers, quantities, and estimated costs for components that may be required

vii. Technician Information: Names of the technicians who performed the task.

viii. Completion Details: The date and time when the task was completed.

The provided information will be utilized to build a comprehensive PM and PdM history for each specific piece of equipment. All PM and PdM maintenance services must be planned, scheduled, and coordinated to the best of the Contractor’s ability to ensure efficiency and accuracy.

3. Corrective Maintenance (CM) Services

Corrective Maintenance (CM) refers to maintenance activities undertaken to identify, repair, or restore equipment to a safe and reliable operating condition following a fault or failure. Each corrective maintenance task shall be treated as a unique event and must be reported to the OCWR Contract Administrator or designee and include the following details:

viii. Equipment Information: OCWR asset number, unit number, and description.

ix. Task Details: The title and description of the corrective maintenance task.

x. Summary of Work: A summary of the tasks performed, including any recommendations.

xi. Activity Timing: The date, time, and machine hours at the start of the maintenance activity.

xii. Labor Details: The number of technicians and labor hours required.

xiii.

xiv. Technician Information: Names of the technicians who performed the task.

xv. Completion Details: The date and time when the task was completed.

OCWR reserves the right to audit or inspect ongoing corrective maintenance activities. The Contractor shall provide all necessary parts, supplies, tools, equipment, and labor required to perform corrective maintenance. Upon completion of corrective maintenance, repair details shall be communicated to the OCWR Contract Administrator or designee. This information will be used to establish and maintain a corrective maintenance history for each piece of equipment.

All corrective maintenance services shall be planned, scheduled, and coordinated to the greatest extent practicable to ensure efficiency and accuracy, except in emergency situations.

4. Corrective Maintenance Authorization

All equipment covered under the contract shall receive Corrective Maintenance (CM) as needed. The

Contractor shall make every effort to respond to CM requests in an expeditious and timely manner. For significant equipment breakdowns, urgent CM needs that may impact operations, or when factoring in equipment criticality, operational requirements, and the nature of the repair, the Contractor may exercise their best judgment and industry expertise to proceed with corrective maintenance as necessary[JD1] [JD2] , and is authorized to proceed with minor repairs without prior approval, provided the total cost of the repair, including part and labor does not exceed $1,500 per occurrence. In such cases, the Contractor shall ensure timely follow-up with OCWR’s Contract Administrator or designee to provide context for the event and document the corrective actions taken. For larger, more complex, or non-urgent repairs, the following steps shall serve as a general guide to obtain approval for conducting Corrective Maintenance (CM) on equipment:

a. The Contractor shall communicate with the OCWR Contract Administrator or designee to provide an overview of the event, including what transpired, the issues identified, and the potential root causes of the corrective maintenance occurrence.

b. The Contractor shall provide the OCWR Contract Administrator or designee with an estimate of the cost and duration required to complete the repairs, including parts, materials, taxes, and labor. The quoted repairs should be as comprehensive as possible, addressing the defect or issue that initiated the corrective maintenance event to the best of the Contractor’s ability and covering all potential costs associated with repairs from start to finish. They must also include any preparatory work or cleaning required to assist with troubleshooting or to facilitate the actual repair.

c. The Contractor and the OCWR Contract Administrator or designee shall agree upon an acceptable time and cost estimate. This concurrence does not bind or obligate OCWR to payment in the event of an incorrect analysis by the Contractor.

d. Contractor shall begin the CM repair after occurrence and acceptance to proceed by the

Contract Administrator or designee. Contractor shall make every attempt and effort to procure the necessary parts, services, supplies in an expeditious manner. Contractor shall notify the Contract Administrator or designee with concurrence of any potential delay or cost exceedance prior to proceeding. If further evaluation or troubleshooting reveals additional parts or repairs needed that differ from the original assessment and quotation, a requote shall be submitted to OCWR Contract Administrator or designee for review and approval. Any delay or cost exceeding ten percent (10%) of the original estimate shall be submitted with justification and backup documentation for approval by the OCWR

Contract Administrator or designee. It is the Contractor’s responsibility to hold repair costs to the repair proposal. Therefore, it is the Contractor’s responsibility to be detailed, and accurate in their repair assessment and proposal.

5. Miscellaneous Support Services

Due to the dynamic nature of landfill operations and the evolving regulatory, environmental, and operational demands, OCWR requires flexible and responsive miscellaneous services to address changing conditions, unforeseen challenges, and specialized needs. As such, the Contractor shall perform miscellaneous services as needed to support landfilling, greenery, material recovery, and overall OCWR operations. These activities may include, but are not limited to, welding services, equipment blow outs and cleaning, machine upgrades, equipment modifications, providing various support equipment, attending miscellaneous meetings, providing support services on rental equipment, and conducting post-incident equipment evaluations and clearances. The Contractor shall provide OCWR with accurate estimates for miscellaneous services for review and approval before proceeding.

6. Emergency Services

Emergency Services are defined as repair services performed in response to urgent requests submitted by

OCWR, either during Non-Operational Work Hours or on an as-needed basis, outside of scheduled maintenance services.

The OCWR Contract Administrator or designee will contact the Contractor to request Emergency Services.

The Contractor shall respond to the service request within 24 hours. The Contractor shall diagnose the issue and provide a quote identifying the estimated cost and duration to complete the repairs, including parts, materials, labor, and applicable freight and taxes.

Emergency Services labor rates shall apply to work performed by Contractor personnel outside of standard operating hours of active regional landfills.

7. Equipment Parts

All replacement parts and fluids used for maintenance and repairs shall be manufacturer-recommended or otherwise suitable for the specific equipment and application. Non-OEM or alternative parts may be used provided they meet industry standards and are of comparable quality and performance to OEM parts.

Upon request by OCWR, the Contractor shall provide documentation or justification supporting the use of alternative parts. OCWR reserves the right to require OEM parts for specific repairs, critical components, warranty considerations, or operational needs.

The Contractor shall be responsible for ensuring that all parts installed are compatible with the equipment and do not adversely affect equipment performance or reliability.

Materials and replacement parts shall be provided to OCWR at the Contractor's actual cost with no markups, surcharges, or additional handling fees applied. For any individual part or material with a cost of $500 or greater, the Contractor shall provide supporting documentation, such as receipts or invoices, with the corresponding billing package for verification purposes.

8. Safety and Equipment Training

The Contractor shall provide equipment training to OCWR-designated staff on an as-needed basis. Training shall be required whenever new equipment is introduced, equipment upgrades are performed, or modifications are made that impact operation, including but not limited to changes to gauges, control systems, warning systems, alert systems, or other functional components.

In addition, training may be requested by OCWR at any time to address operational challenges, improve operator proficiency, reinforce safe operation, or provide refresher instruction on complex or specialized equipment.

9. Equipment Location

Equipment is primarily assigned to each of the primary landfills within the designated region, with some equipment located at remote or closed landfill sites. OCWR may relocate equipment among its various landfills and sites as needed to support operational requirements.

The Contractor shall be solely responsible for performing all scheduled maintenance and repairs at any site location as required under this contract, regardless of equipment location. The Contractor shall ensure that all contractual obligations, including adherence to the scope of work, service standards, and response times, remain unchanged irrespective of where the equipment is situated.

All travel-related expenses for these services shall be the sole responsibility of the Contractor and will not be reimbursed by OCWR.

10. Routine Equipment Status Update Meetings

The Contractor shall attend routine equipment status update meetings with the OCWR Contract Administrator and Site Representatives, as well as any additional meetings as requested. These meetings are essential for ensuring clear communication, addressing ongoing operational needs, and maintaining alignment between OCWR and the Contractor. The Contractor shall ensure the attendance of other key personnel as needed, including account managers, technicians, and subject matter experts, depending on the agenda and discussion topics.

Routine status update meetings shall cover, but are not limited to, topics such as safety, equipment availability and downtime, machine-specific maintenance, repairs and updates, Contractor performance, and operational improvements. Additionally, these meetings may include discussions on upcoming preventive maintenance schedules, regulatory compliance requirements, warranty-related matters, parts and supply chain availability, and any challenges impacting service efficiency. The Contractor shall provide relevant data, reports, and documentation, including maintenance logs, equipment runtime hours, service updates, and equipment performance summaries, to support informed decision-making during these meetings. Any action items or follow-up requirements shall be documented, with the Contractor responsible for timely resolution and reporting progress to OCWR.

11. Spare Parts Management and Inventory Tracking

The Contractor shall provide expert recommendations on spare parts procurement, including a list of critical components and suggested stock quantities necessary to minimize downtime and ensure the continued operation of portable equipment. The recommendations shall be based on equipment usage, historical failure trends, and manufacturer guidelines.

While OCWR will be responsible for the procurement of all spare parts, the Contractor shall assume responsibility for documenting, tracking, storing, and maintaining the spare parts inventory. The Contractor shall ensure that all spare parts are stored in an organized manner, remain in good condition, and are readily available when needed.

To facilitate effective inventory management, the Contractor shall conduct routine inventory reviews and provide updates on stock levels, usage trends, and any anticipated needs. The Contractor shall also notify OCWR when specific parts need replenishment or when inventory adjustments are recommended based on operational demand.

All inventory records shall be made available to OCWR upon request, and the Contractor shall work collaboratively with OCWR to maintain accurate and up-to-date inventory tracking.

12. Warranty, Warranty Management, and Responsibilities

The Contractor warrants that all materials, parts, and equipment furnished under this Contract shall be new, of good quality, and covered by all applicable manufacturer and subcontractor warranties. The Contractor further guarantees that all work performed under this Contract, whether by the Contractor or its subcontractors, shall be of good and workmanlike quality and conducted in full compliance with Contract requirements, industry best practices and standards, and manufacturer recommendations.

Any work that fails to meet these standards shall be deemed defective and must be repaired or replaced by the Contractor at its sole cost and expense. However, defective work shall not include damage resulting from modifications, improper operation, or normal wear and tear not caused by the Contractor.

The Contractor shall be responsible for tracking, managing, and maintaining warranty information for all equipment and components covered under manufacturer or third-party warranties. This includes ensuring timely documentation of warranty details, such as coverage terms, expiration dates, and conditions. The Contractor shall actively enforce warranty terms by ensuring that all covered repairs and replacements are processed in accordance with manufacturer or third-party requirements. The Contractor shall also be responsible for preserving warranty terms by adhering to all necessary preventative maintenance schedules, usage guidelines, and service requirements that may impact warranty validity.

The Contractor may be required to act on behalf of the County in managing equipment warranties. This may include communicating with vendors and/or manufacturers, coordinating off-site repairs, and serving as the County’s liaison to ensure warranty coverage is properly applied and that equipment is repaired in a timely and effective manner.

C. CONTRACTOR SERVICE REQUIREMENTS

1. Vendor Qualifications and Service Requirements

Any vendor submitting a proposal for this contract shall have demonstrated experience in the maintenance, inspection, and repair of a wide range of portable equipment, including but not limited to generators, light towers (diesel and solar), air compressors, pumps, message signs, automated flagger systems, and other similar support equipment. Due to the diverse nature of the County’s portable equipment fleet, the

Contractor must have the capability to service multiple equipment types and manufacturers, utilizing well-rounded technicians with broad mechanical, electrical, and hydraulic expertise.

Proposing vendors shall demonstrate the ability to diagnose, maintain, and repair equipment from various manufacturers, including access to appropriate tools, technical resources, and parts supply channels necessary to support both routine and corrective maintenance activities. While manufacturer authorization is not required for all equipment types, the Contractor shall be capable of coordinating with original equipment manufacturers (OEMs) or authorized representatives when necessary to support warranty work, specialized repairs, or technical troubleshooting.

Proposing vendors must have established business operations within the service region to ensure timely response, continuity of service, and reliable access to parts and materials. Vendors shall also demonstrate experience supporting operations with varied and dynamic equipment and operational needs.

Vendors must have a proven track record of supporting ongoing maintenance programs, emergency repair services, and equipment reliability efforts. The selected Contractor shall be able to provide documentation, upon request, verifying its qualifications, service capabilities, and ability to meet the requirements of this

Scope of Work.

2. Work During Non-Operational Hours

OCWR may operate equipment outside of standard landfill hours, including evenings, Sundays, holidays, or during non-landfill activities or operations at closed landfill sites or other remote locations. In these cases, the Contractor may be asked to provide additional support services beyond the routine scope of work.

OCWR may also require a minimum level of support during these extended or off-hour operations. At its discretion, OCWR may request time-and-materials quotes from the Contractor for services beyond the defined scope. Such quotes shall be provided on a case-by-case basis.

3. Subcontracting

If the Contractor elects to use subcontractors to perform any services under this contract, the Contractor shall remain fully responsible for the quality, coordination, and timely execution of all subcontracted work.

The Contractor shall ensure that all subcontractors comply with the terms and conditions of this contract, including applicable safety, environmental, and regulatory requirements.

The Contractor shall notify the County in writing prior to engaging any subcontractor and shall provide information on the proposed subcontractor’s qualifications, scope of work, and any relevant experience.

The County reserves the right to approve or reject any subcontractor at its sole discretion.

Subcontracting shall not relieve the Contractor of any contractual obligations, and the Contractor shall be fully liable for the acts, omissions, or performance of all subcontractors and their personnel. All subcontracted work shall be performed under the same standards of care, quality, and responsiveness required of the Contractor under this agreement.

The Contractor shall not pass on any administrative or markup fees to OCWR in association with subcontracted work unless expressly authorized in writing by the Contract Administrator or designee.

4. Contractor-Supplied Equipment and Tools

To fulfill the requirements outlined in this contract, including routine maintenance, inspections, preventative, and corrective services, the Contractor shall supply all tools, equipment, and support vehicles necessary to perform the work safely, efficiently, and without reliance on County resources.

This includes, but is not limited to, air compressors, pressure washers, various mechanical hand tools, welding rigs,…